AI Parsing helps you add activities to Faculty Success by extracting information from an uploaded file or pasted text and mapping it to activity fields. Instead of manually entering information from a CV, bibliography, publication list, or other source, you can use AI Parsing to help create activity records and then review the results before saving.
Note: AI Parsing is available only in the New Faculty Experience and must be enabled by your institution before it can be used. To learn more, see Understanding the Differences Between the Current and New Faculty Experience.
If AI Parsing has been enabled for your account by your institution's Faculty Success Administrator, you will see the Add with AI option when adding activities.
Accessing AI Parsing
Depending on your institution's configuration, you may have access to one or both AI Parsing workflows:
- Add a Single Activity Type for adding one activity record at a time.
- Add Multiple Activities for adding multiple activity records from a single submission.
The following sections explain how to access and use each workflow.
Add a Single Activity Type
Use this option when you want to add a record for a specific activity type, such as a publication, presentation, grant, or service activity.
To access AI Parsing for a single activity:
- Navigate to My Profile.
- Select Add Activity.
- Select Single Activity.
- Search for and select the activity screen where you want to create a record.
- Select Add with AI.
You can then upload a file or paste text directly into the text box. To learn more about these options, refer to the Submitting Content for AI Parsing section of this article.
You can upload a file or paste text containing information related to the activity you are creating.
After the content is submitted, AI Parsing analyzes the information and populates the activity fields it can identify. Review the information carefully and make any necessary updates before saving the record.
Add Multiple Activities
If your institution has enabled multiple activity parsing, you may also see an Add with AI option from My Profile that allows you to submit content to create multiple activity records at a time.
This option is useful when adding information from a CV section, bibliography, publication list, or another source containing multiple activity records.
To access AI Parsing for multiple activities:
- Navigate to Home or My Profile.
- Select Add with AI.
You can then upload a file or paste text directly into the text box. To learn more about these options, refer to the Submitting Content for AI Parsing section of this article.
After processing is complete, Faculty Success displays the identified activities in a review table. You can review each activity, correct information, complete missing required fields, remove activities you do not want to add, and save approved records.
Submitting Content for AI Parsing
The AI Parsing tool offers two methods for submitting activity information. Depending on the format and amount of information you have available, you can either upload a file from your device or paste text directly into the tool.
Upload a File
To upload a file:
- Select Add with AI.
- Choose the option to upload a file.
- Select the file from your device.
- Submit the file for processing.
- Review the results before saving.
Supported file types include CSV (.csv), DOCX (.docx), HTML (.html), Markdown (.md), PDF (.pdf), TXT (.txt), and XLSX (.xlsx).
If a file cannot be processed successfully, try using a different file format or copy and paste the content directly into the text box by following the steps in the Paste Text section.
Paste Text
You can also paste text instead of uploading a file. This option is useful when you only need to add information from a citation, publication entry, activity description, or another small section of content.
To paste text:
- Select Add with AI.
- Choose the option to paste text.
- Paste the content into the text box.
- Submit the content for processing.
- Review the results before saving.
Reviewing Parsed Activities
After AI Parsing processes your content, review the results carefully before saving. Depending on the information provided, you may need to complete required fields or resolve potential duplicate records before activities can be added to your profile.
For more information about reviewing parsed records, completing missing details, and resolving duplicate records, see Reviewing AI Parsing Results and Resolving Duplicates.
Complete Missing Required Fields
If AI Parsing cannot identify information for a required field, you must provide that information before the record can be saved.
Required fields are identified during the review process. The appearance of these messages differs slightly depending on whether you are adding
- a single activity or
- multiple activities
For single activity submissions, missing information is completed directly on the activity form. For multiple activity submissions, records with missing required information are identified during the review process.
Save Activities
After reviewing the information, completing any required fields, and resolving any duplicate record warnings, save the activity record. The record is then added to your Faculty Success profile.
For additional information about duplicate detection and record review, see Reviewing AI Parsing Results and Resolving Duplicates.
Troubleshooting
The following sections address common questions about AI Parsing.
- I Do Not See Add with AI
- I Do Not See the Option to Add Multiple Activities with AI
- Duplicate AI Parsed Activities
I Do Not See Add with AI
If you do not see Add with AI, one of the following may apply:
- AI Parsing has not been enabled for your institution.
- Your account has not been granted access to AI Parsing.
- You are not using the New Faculty Experience.
Contact your institution's Faculty Success administrator if you believe you should have access to AI Parsing.
I Do Not See the Option to Add Multiple Activities with AI
Multiple activity parsing is available only when your institution has enabled the multiple activity AI Parsing workflow.
If you do not see this option and believe it should be available, contact your institution's Faculty Success administrator.
Duplicate AI Parsed Activities
AI Parsing checks for possible duplicate records before activities are added to your profile. If a potential duplicate is identified, you may be asked to review the record and decide whether to merge it with an existing activity, add it as a new record, or skip the import.
For more information, see Reviewing AI Parsing Results and Resolving Duplicates.